PASS & Academic Advising

We're Hiring PASS Advisors for 2019-2020

Are you looking for a unique volunteer opportunity for next year? Hiring is underway for our 2019-2020 Peer Academic Support Service team. PASS offers confidential, non-judgmental academic advising to first-year ArtSci students. The team answers questions about SOLUS, degree plan selection, course registration, and more.The volunteer position is approximately a 2 hour time commitment per week, as well as additional staff meetings and outreach events periodically throughout the year. The Faculty of Arts and Science relies on PASS in order to provide support to students, and we are searching for motivated, responsible, and approachable individuals to join our team.

Email applications have been extended due to university closures and are now due on Friday, February 20, 2019 at midnight. Selected applicants will be invited to attend a group interview to be considered for a position. Email us at if you have any questions about the position!

Download the application here.

Peer Academic Support Service

What is PASS?

Peer Academic Support Service (PASS) is a volunteer service that is run through the Faculty of Arts and Science to assist first-year students. The service is designed to ease student transition into university and to promote academic success. Peer Advisors address common questions and concerns (scheduling, plan requirements, SOLUS, and selecting courses) during confidential, non-judgmental advising sessions. PASS also deliver brief presentations at key periods during the year to address common questions and concerns of Arts and Science students, such as preregistration for second year plans and courses.

Who is PASS?

The PASS team is made up of upper year volunteers from a range of programs and disciplines in the Faculty of Arts and Science.  All Peer Advisors have been trained to comment and answer questions concerning all areas of study.

Meet the 2017/2018 Pass Team!

Drop-in Advising Details

No appointment is necessary, so feel free to drop in at your convenience and chat with a Peer Advisor. PASS is located on the First Floor of Dunning Hall and is available Monday to Friday from 9:00 am - 12 pm and 1 pm - 4:00 pm.

  • Fall Term 2017: PASS advising runs from September 3rd to November 28th.
  • Winter Term 2018: PASS advising runs from January 5th to April 3rd.

Questions or concerns may also be directed to which is monitored by Peer Advisors on a regular basis.


Academic Advising

As academic counsellors in the Faculty of Arts and Science, we are committed to motivating our students to realize their full academic potential. We believe that through individual, collaborative relationships with academic counsellors, students are able to develop the independence, responsibility and effective decision-making skills needed to define and implement sound educational plans. By partnering with a broad network of professionals we encourage students to take advantage of the many enriching educational opportunities available and to explore a range of career options. We strive to foster the advising relationship with sensitivity and careful attention to the individual students’ developing needs within the context of a constantly changing, complex and diverse society.

Faculty of Arts and Science Advising Goals
  • Assist students in exploring the possible study options and the short and long range consequences of their academic choices
  • Make students aware of the wide range of services and educational opportunities offered by Queen's that may be pertinent to the achievement of their educational objectives
  • Provide students and faculty with information and interpretation of Faculty regulations, policies, procedures, applications and programs of study within the Faculty and the University
  • Offer referrals to appropriate university service units for assistance (Health, Counselling and Disability Services, Career Services, etc.)
  • Provide academic advice to prospective Arts and Science students and their parents
  • Instill understanding and an appreciation for the value of a liberal arts degree
  • Advocate, as necessary, on behalf of the student
  • Ensure that the student understands he/she has the ultimate responsibility to monitor a course of study and fulfill degree requirements and should seek advice as necessary.
Booking an Appointment

The Faculty of Arts and Science offers regularly scheduled walk-in hours called “Intake” advising.  Intake appointments may be booked on the day of the appointment.  We do not prebook Intake appointments.  You may book an Intake appointment by visiting our office or by calling us at +1 (613) 533-2470.  Please note that during our peak periods our advising slots fill up very quickly so we advise that you call or drop by our office when we open at 8:30 am to schedule an intake appointment for that day.

If you have questions concerning your degree program and plan you may wish to speak with an academic advisor in your home department as they are the experts on their plans.  Visit for department contact information.

NEW! Not in Kingston but wish to speak to an advisor?  You can now speak with an academic advisor via Skype. Call 613-533-2470 to book.

Student Services
Dunning Hall, Main Floor,
Phone: +1 (613) 533-2470
Office Hours: Mon to Fri, 8:30 a.m. to noon and 1:00 to 4:30 p.m.

Preparing for Your Academic Counselling Appointment

Besides booking your appointment in advance it is important to prepare for an academic counselling appointment in order to achieve the greatest benefit. Academic counselling appointments can help address a wide range of academic issues. From specific or detailed questions regarding Faculty degree requirements and regulations to boarder conversations about educational and career goals. Here are some things you can expect and should think about in preparation for your appointment:

  1. Familiarize yourself with your program, plan and course requirements by reviewing the Academic Calendar before your meeting. If you have yet to decide on a major think about meeting with a Career Counsellor to help you find a focus for your future whether it be academic or work related. It is important that you begin the self-assessment process required to learn more about yourself and your career/educational interests.

  2. Prepare a selection of ideas/courses for discussion. Depending on the nature of your meeting you should come with some ideas regarding your academic needs.

  3. Bring a list of questions. You will get the most out of your appointment and get your answers at one time.

  4. Expect referrals from your academic counsellor. Academic counsellors are familiar with the student services on campus and can be your link to resources designed to facilitate your success.

  5. Feel free to discuss academic and non-academic issues relevant to your education. It is easier for your academic counsellor to help if they have a clear understanding of the concerns and issues you may be facing.

Types of Academic Counselling and Advising

The Faculty’s advising staff consists of an Associate Dean (Studies), an Assistant Dean (Studies), 4 full-time and 2 part-time professional Academic Counsellors, 3 Student Resource Assistants, 20 PASS Peer Advisors and Departmental faculty advisors (at least one per department) who assist students with all academic matters. There are also advising resources available outside the faculty office that is discipline specific. Read below for more information about our advisors and who is best suited to help you.

Associate Deans (Studies)

Associate Deans are University faculty and professionals who serve as administrators for the Undergraduate Degree programs within Arts and Science. Associate Deans have in-depth knowledge of University policies and procedures and the undergraduate curriculum and provide general advice regarding all academic programs. They assist students in resolving more difficult problems and emergencies that impact academic performance. In particular, Associate Deans (Studies) do the following:

  • Approve overloads (registrations of more than 5 courses (more than 3 for Part-time students))
  • Adjudicate appeals for Credit or Aegrotat Credit standing
  • Adjudicate late course add and drop appeals
  • Issue Requirements to Withdraw and Academic Probation

Academic Counsellors

Faculty academic counsellors are professionals who have in-depth knowledge of University policies and procedures and the undergraduate curriculum. Faculty academic counsellors provide general advice regarding subjects of specialization, special field concentrations, majors, medial and minors. In particular, faculty academic counsellors are responsible for the following:

  • current and long-term academic planning for all degree programs (within Arts & Science)
  • assessing and outlining options with respect to various academics (academic planning, appeals, outcomes) for students
  • providing information and explaining policies, academic regulations and procedures for registration, letters of permission, academic appeals, and degree information to students, parents, staff and faculty
  • directing students seeking exceptions to academic regulations by explaining the procedures for appealing to the Associate Deans (Studies) and the Board of Studies, and by providing information about deadlines and supporting documentation

Student Resource (SRA) Assistants

Student Resource Assistants are the first people you meet when you walk in, or call, the Faculty Office. They are responsible for providing accurate information to students about the Faculty’s academic regulations, policies and practices, and supporting the administration of the Faculty’s academic appeal process, letters of permission and registration processes.

PASS Peer Advisors

PASS Advisors are volunteer upper-year students from a range of programs, plans and disciplines in the Faculty of Arts and Science who offer non-judgemental and confidential academic advising for first year Arts and Science students. No appointment is necessary for this walk-in service! Students may also e-mail their questions to and a Peer Advisor will reply promptly. PASS Advisors are able to address and discuss concerns on any of the following topics:

  • whether to add/drop a courses
  • how to use the course calendar
  • how to navigate SOLUS
  • exams (how to prepare and time manage)
  • grades (how to interpret results and assess progress)
  • changing degree programs
  • choosing courses and plans
  • Spring & Summer studies and Continuing and Distance Studies (how to register, what is available)
  • upper year registration process

Outside the Faculty Office: Departmental Advisors (DA) and Chairs of Undergraduate Studies (DCUS)
Departmental Advisor and Chairs of Undergraduate Studies are University faculty who provide general advice about University policies and procedures and the undergraduate curriculum specific to their degree programs. DA and DCUS Advisors have expertise in their own academic disciplines and assist students with specific questions about major courses, opportunities, and career directions. In particular, DCUS advisors are responsible for the following:

  • program and plan selection, registration planning and waiving prerequisite or enrolment limits when appropriate
  • term-by-term and long term plans
  • course adds and drops for appeal purposes

Should I meet with a Peer Advisor or an Academic Advisor?

Speak with a Peer Advisor for questions about:

  • Navigating SOLUS 
  • Adding/dropping courses
  • Using the Arts and Science Course Calendar
  • Choosing and changing degree programs, plans, and courses
  • Continuing & Distance Studies
  • Summer Studies
  • Referrals to other services

Speak with an Academic Advisor in the Faculty Office for questions about:

  • Dual Degrees: Questions about dual degrees (for example, an Arts and Science degree along with a degree from another faculty such as Commerce)
  • Academic Withdrawal: Taking time off from your degree (ex. if you are sick, if you are taking a year off for travel, etc)
  • Transfer Credits: Transferring credits from the IB program or other universities
  • Transfer to other Faculties: Consult an advisor from both Arts & Science and the Faculty into which you wish to transfer
  • Appeals to the Associate Deans (Studies): Advisors can discuss your options and guide you through the appeal process
  • Letters of Permission: Navigating the application process for taking a course for credit at another University

Letters to QECO: Advisors can provide students with 'credits completed over and above' letters for Qualifications Evaluations Council of Ontario.